introduction to preserving records and archives

178 Pages·2002·0.58 MB·English

MANAGING PUBLIC
SECTOR RECORDS

A Training Programme

P
reserving
R
ecords

I I R
NTERNATIONAL NTERNATIONAL ECORDS
COUNCIL ON ARCHIVES MANAGEMENT TRUST
MANAGING PUBLIC SECTOR RECORDS: A STUDY PROGRAMME

P R
RESERVING ECORDS
M P S R
ANAGING UBLIC ECTOR ECORDS
A S P
TUDY ROGRAMME

General Editor, Michael Roper; Managing Editor, Laura Millar

P R
RESERVING ECORDS

INTERNATIONAL RECORDS INTERNATIONAL
MANAGEMENT TRUST COUNCIL ON ARCHIVES
MANAGING PUBLIC SECTOR RECORDS: A STUDY PROGRAMME
Preserving Records

© International Records Management Trust, 1999.
Reproduction in whole or in part, without the express
written permission of the International Records
Management Trust, is strictly prohibited.
Produced by the International Records Management Trust
12 John Street
London WC1N 2EB
UK

Printed in the United Kingdom.
Inquiries concerning reproduction or rights and requests
for additional training materials should be addressed to
International Records Management Trust
12 John Street
London WC1N 2EB
UK
Tel: [phone]
Fax: [phone]
Email: [e-mail]
Website: http://www.irmt.org

Version 1/1999
MPSR Project Personnel
Project Director
Anne Thurston has been working to define international solutions for the
management of public sector records for nearly three decades. Between 1970 and
1980 she lived in Kenya, initially conducting research and then as an employee of
the Kenya National Archives. She joined the staff of the School of Library,
Archive and Information Studies at University College London in 1980, where
she developed the MA course in Records and Archives Management
(International) and a post-graduate research programme. Between 1984 and 1988
she undertook an onsite survey of record-keeping systems in the Commonwealth.
This study led to the foundation of the International Records Management Trust
to support the development of records management through technical and
capacity-building projects and through research and education projects.
General Editor
Michael Roper has had a wide range of experience in the management of records
and archives. He served for thirty-three years in the Public Record Office of the
United Kingdom, from which he retired as Keeper of Public Records in 1992. He
has also taught on the archives courses at University College London and the
University of British Columbia, Canada. From 1988 to 1992 he was Secretary
General of the International Council on Archives and since 1996 he has been
Honorary Secretary of the Association of Commonwealth Archivists and Records
Managers (ACARM). He has undertaken consultancy missions and participated
in the delivery of training programmes in many countries and has written
extensively on all aspects of records and archives management.
Managing Editor
Laura Millar has worked extensively not only as a records and archives
management consultant but also in publishing and distance education, as an
editor, production manager and instructional designer. She received her MAS
degree in archival studies from the University of British Columbia, Canada, in
1984 and her PhD in archival studies from the University of London in 1996. She
has developed and taught archival education courses both in Canada and
internationally, including at the University of British Columbia, Simon Fraser
University and the University of Alberta. She is the author of a number of books
and articles on various aspects of archival management, including A Manual for
Small Archives (1988), Archival Gold: Managing and Preserving Publishers’
Records (1989) and A Handbook for Records Management and College Archives
in British Columbia (1989).
Project Steering Group
Additional members of the Project Steering Group include
Association of Records Managers and
Administrators (ARMA International): Hella Jean Bartolo
International Council on Archives: George MacKenzie
Project Management Consultant: Tony Williams
University College London: Elizabeth Shepherd
Video Production Co-ordinator: Janet Rogers
Educational Advisers
Moi University: Justus Wamukoya
Universiti Teknologi Mara: Rusnah Johare
University of Botswana: Nathan Mnjama
University of Ghana: Harry Akussah, Pino Akotia
University of New South Wales: Ann Pederson
University of West Indies: Victoria Lemieux
Project Managers
Lynn Coleman (1994-6)
Laura Millar (1996-7)
Elizabeth Box (1997-8)
Dawn Routledge (1999)
Production Team
Additional members of the production team include
Jane Cowan
Nicki Hall
Greg Holoboff
Barbara Lange
Jennifer Leijten
Leanne Nash
Donors
The International Records Management Trust would like to acknowledge the
support and assistance of the following:
Association of Records Managers and Administrators (ARMA International)
British Council
British High Commission Ghana
British High Commission Kenya
Caribbean Centre for Development Administration (CARICAD)
Canadian International Development Agency (CIDA)
Commonwealth Secretariat
Department for International Development (East Africa)
Department for International Development (UK)
DHL International (UK) Limited
Foreign and Commonwealth Office Human Rights Fund
Hays Information Management
International Council on Archives
Nuffield Foundation
Organisation of American States
Royal Bank of Scotland
United Nations Development Program
Preserving Records
Principal Authors
LAURA MILLAR AND MICHAEL ROPER
For information on Laura Millar, see her biography above as Managing Editor.
For information on Michael Roper, see his biography above as General Editor.
Contributor
Michael Cook
Reviewers
Roger Craig, Cayman Islands National Archive
Stephen Yorke, National Archives of Australia
Testers
National Archives of Antigua and Barbuda
National Archives of Fiji
University of Legon, Ghana
C
ONTENTS
Introduction 1
Lesson 1 Records and Archives: Causes of Deterioration
and Methods of Control 10
Lesson 2 Planning a Preservation Programme 33
Lesson 3 Storage and Handling of Materials in Different Media 86
Lesson 4 Reprography 110
Lesson 5 Security 133
Lesson 6 What to Do Next? 149
F
IGURES
1. Physical and Environmental Monitoring Survey Report Form 42
2. Preservation Evaluation Questionnaire 50
3. Treatment Worksheet 57
4. Archives Location Register 65
5. Annual Stocktaking Report Form 79
6. Model Reference Rules 139